The Office of Information Technology at St. Mary's College of Maryland
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  1. OIT provides a desktop or laptop computer to every full-time permanent employee of the College who requires computing equipment to perform his or her job duties.
  2. OIT replaces these computers with new machines every four to six years.
  3. When an office or department has a need for additional computing equipment beyond that provided by OIT to its full-time permanent employees, OIT strongly advises the unit to purchase this equipment new and to replace it every four to six years.
  4. When, however, it is not financially feasible for an office or department to purchase new computing equipment for its needs, OIT will lend retired (out-of-lifecycle) computing equipment to the unit when such equipment is available.
  5. Out-of-lifecycle equipment lent by OIT to offices or departments will usually come installed with the standard software package provided by OIT when the equipment was in-lifecycle.  OIT will not be able to provide version upgrades to the standard software (including operating system software) that it installs on the out-of-lifecycle equipment it lends to offices or departments, in part because out-of-lifecycle equipment typically cannot support the newer versions of software that are installed on newer, in-lifecycle equipment.
  6. Requests by offices or departments for OIT to install additional, non-standard software on borrowed out-of-lifecycle equipment will be evaluated on a case-by-case basis.  Any additional licensing costs associated with the request must be borne by the office or department.  OIT will require proof of a valid license for all software not purchased through OIT before installing or re-installing the software on any college-owned computer.  See 1.1 Appropriate Use of College IT Resources for the policies and procedures that govern purchasing software with college funds.
  7. OIT will provide the same level of user support for borrowed out-of-lifecycle computing equipment that it provides for college-owned in-lifecycle computing equipment.  (Users of in-lifecycle and of out-of-lifecycle equipment alike will receive assistance with network access, password management, use of software applications, etc.)
  8. OIT may not be able to provide the same level of equipment support for borrowed out-of-lifecycle equipment that it provides for newer, in-lifecycle equipment.  OIT will perform routine maintenance and performance tune-ups on all office computers, including out-of-lifecycle machines, once each year, and at other intervals as needed. However, OIT will not be able to make either: (a) extensive repairs to malfunctioning out-of-lifecycle equipment; or (b) extensive hardware or software modifications designed to improve the performance of out-of-lifecycle equipment.
  9. OIT has the right to remove borrowed out-of-lifecycle computing equipment from circulation if it is used for non-approved activities or if it becomes unsafe or uneconomical for the College to maintain in service.
  10. OIT will make every effort, but may not be able, to replace borrowed out-of-lifecycle computing equipment with other out-of-lifecycle equipment if the borrowed equipment is stolen, malfunctions, breaks down entirely, or becomes unsafe or uneconomical for the College to maintain in service.  The same holds for lost, stolen, or malfunctioning computer parts, monitors, power supplies, or other peripherals. However, OIT retains the right to refuse requests for out-of-lifecycle computing equipment replacements if the original equipment was lost, stolen, or rendered inoperable because of misuse or negligence on the part of faculty, staff, and/or students who use the equipment.

  11. Please contact the IT Support Center (240-895-4357, https://itsupport.smcm.edu) for all equipment-related requests described in this document.
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